Basic Skills and Student Outcomes Transformation
Year-to-DateWeb-BasedExpendituresandProgress Reporting
UserGuide
For question about inputting data into the web-based system, please contact theBasic Skills and Student Outcomes Transformation (BSSOT) grantmonitor, Jo Glenn at or (916) 323-3824.
Contents:
Modes...... 2
TheLogonScreen...... 2
Figure1 – LogonScreen...... 3
HomeScreen...... 3
Figure2 – Home Screen...... 3
Input CBO Contact Information...... 4
Figure 3 – District Profile Screen...... 4
Input Application Budget...... 5
Figure 4 – Application Budget Screen...... 5
Input Quarterly Report Data...... 6
Input First Quarterly Report...... 7
Figure 5 – Expenditure Section...... 7
Figure 6 – Progress Section...... 8
Input Second Quarterly Report...... 8
Input Subsequent Quarterly Report...... 9
Certifying the Report...... 9
Figure 7 – Certification Screen...... 9
View DataOption...... 10
Printing a Copy of the Report...... 10
BudgetChange Request...... 10
Figure9:BudgetChangeScreen...... 11
Process Overview:
Modes
There are two modes within the database system: Data Entry Mode and Certification Mode. They both use the same logon screen, but the password you enter determines themode of the account. Data Entry mode is used for inputting your data, and Certification mode is primarily used by the CBO to certify the accuracy of the data submitted. Inputting and certifying is described in detail on the following pages.
Two passwords will be provided toeach college via email. The Project Director has already been sent the Data Entry password. The Chief Business Officer (CBO) will be sent both the Data Entry and Certification passwords once his/her contact information is entered in the District Profile. Contactthe grant monitor attheChancellor’sOffice, Jo Glenn,formore information or if you encounterproblems accessing the website: or (916) 323-3824.
DataEntryMode
When theData EntryOnly password is used, the application is settoData Entrymode. The Data Entrymode can be used toenter and save the data as the submission process progresses.The data entry password can also certifythe Application and Final report budgets.
Note: The session can besaved and resumed ata later time by selecting the Save/Update button described below. For security reasons, users mustpress the Save/Update button within 30 minutes ofaccessing the data entry page or the user session will expire.Data entered since the last “Save” will be lost if the session expires. Each “Save/Update”resets the 30-minute timer.
Certification Mode
When theCertificationpassword is used, the application is settoCertificationmode. This modeallows complete access tothe district account including data entry or update, save, and certification. Similar to the Data Entry mode, the session can be saved and resumed ata later time by selecting the Save/Update button as described above.
Warning:Onceasubmissioniscertified,thedatacannotbeedited.Ifchangesorupdates arerequiredaftercertification,contactJo Glenn.
Logon Screen
The Academic AffairsYear-To-Date Expenditures and Progress reporting application is available through the “Extranet Online Web Application Site” at The Logon screen can be accessed directly at: This usage guide is also availableon the Chancellor’s Office BSSOT website at
Figure 1 – Logon Screen
Logon tothe district account by following the steps below:
1. Select your district.
2. Enter the appropriate password for“Data EntryOnly” or “Certification” mode(the certification functionis not available under Data EntryOnly mode).
3. Select the “Logon” button.
Home Screen
Once you logon to the system, you will see your home screen similar to Figure 2.
Figure 2 – Home Screen (for Bakersfield College)
Your home screen provides the following options:
View DataProvides a view only screen designed forviewing and printing.The quarter selected is highlighted and all textand narratives apply tothe selected quarter.
Enter/Edit DataAllows data entry,edit,and certification (when Certification password is used).
Budget ChangeBudget Change requests are required when budget changes materially alter the outcomes ofthe grant or a line item on the budget summary is changed toor from zero. In the event that you change a line item from zero, you must have CCCCO approval before you make expenditures against that category.See Budget Change section formore information.
District ProfileDistrict contact information is stored in the district profile. All correspondence with a district regarding these reports uses information from the districtprofile. The profile should be updated quarterly or when personnel changes require updates. The District Profile information is also provided on the Certification screen
LogoffEnd this session. Users should Logoff when the computer is unattendedor when long periods ofinactivity will occur.
Input CBO Contact Information
You must input contact information for the Chief Business Officer; this is the person who will certify that the data submitted, particularly the expenditures, is accurate before it is submitted to the Chancellor’s Office. You will not be able to proceed with data input until the CBO information is updated.
Update the CBO contact information by following the steps below:
1. From the Home Screen, select the District Profile button.
2. Enter the name, phone number, and email for the Chief Business Officer (see Figure 3).
3. If applicable, input the email address for someone to receive an email acknowledging receipt of the data or a copy of the CCCCO approval letter.
4. Select the Update button to save the changes.
Figure 3 – District Profile Screen [for Bakersfield College(with contact blacked out)]
Input Application Budget
After you have inputted the CBO’s contact information, you need to input your college’s application budget; this is the budget summary for the entire grant that you included in your application (note: you are not using the yearly budgets here). The database system needs this information in order to provide a cumulative total of funds spent as well as funds that remain.
Once inputted, the Application Budget will need to be certified (see page two) and approved by the Chancellor’s Office.
Note: You will not be able to submit any quarterly report information until the Application Budget has been submitted, certified, and approved.
Input the Application Budget by following the steps below:
1. From your Home Screen, select Application Budget and then select Enter/Edit Data.
2. At the Application Budget screen (see Figure 4), enter the data from your Application Budget Summary into the column “2016-2017 Application Budget.” You will not use the 2016-2017 Match column as there are no matching funds for this grant.
Note: In order to minimize data entry errors, copy the budget numbers from the application budget summary and paste them into the database system.
3. Select Save/Updateto save the changes.
Figure 4 – Application Budget Screen (for Bakersfield College). Note: The Certify button may not appear if the password you enter is for data entry mode only.
4. The CBO verifies the data is accurate and certifies the application budget.
5.The grant monitor at the Chancellor’s Office verifies the data matches the college’s Application Budget Summary and approves the budget as entered.
Input Quarterly Report Data
There are two parts tothe Year-to-Date report: Expenditures and Progress. The expenditures section is where you input for the each line item dollar amount you have spent since the last report. The firstcolumn “Budget” reports the approved budget, the second column “Expenditure” reports year- to-date expenditures (cumulative), and thethird column “Balance” reports unexpended balances relative tothe approved total budget (automatically calculated – no entry is required). Report amounts by summary object code as defined by theCalifornia Community Colleges Budget and Accounting Manual.
The progress section is where you input your narrative describing the progress you have made on your Action Plan since the last report. You will only input data in the first two parts: “Summary of activities conducted during the quarter” and “Reasons for lack of progress towards attainment of program improvements.”
The narrative can be created in a word processing software and copied into the appropriate narrative section. Eachsectionislimitedto8,000 characters(including spaces) which is approximately one page oftext.Tocheck the number ofcharacters in a MSWord document, select Toolsandthen Word Count.
Three buttons are available on the bottomofthe“Enter/Edit”form:Save/Update, Reset, and Cancel. The function ofeach button is described below:
Save/Updatebutton: Data entered can be saved atany time during the session by selecting the “Save/Update” button atthe bottom ofthe page. Data thathas been saved will appear whenthe account is accessed ata later time or date.
Resetbutton: Discards all changes since the last save, reloads data from the mostrecent save, and keeps theuser in the “Edit/Update” form.
Cancelbutton: Discards all changes since the last save and returns tothe Year-Quarter selection screen.
Remember:When inputting data, for security reasons, you mustpress the Save/Update button within 30 minutes ofaccessing the data entry page or your session will expire.Data entered since the last “Save” will be lost if the session expires. Each “Save/Update”resets the 30-minute timer.
Though you have already submitted your first quarterly report to the Chancellor’s Office, you will need to input the data from that report before you can input the second quarterly report. This is necessary for the system to keep track of your cumulative expenses.
Input your first quarterly report by following these steps:
1. From the Home Screen, select Rpt Period I and then select Enter/Edit Data.
2. Once the form appears, you will see the expenditures section in the top half (as shown in Figure 5) and the progress section in the bottom half (as shown in Figure 6).
3.In the expenditure section, you will see budget column filled in with the data you submitted for the Application Budget. Input your expenditures for the quarter in the Expenditure column. Use the Mouse or Tab key tomove from cell tocell.
Note: In order to minimize data entry errors, copy these numbers from the submitted first quarterly report and paste them into the database system.
4. Halfway down the page, select whether your activities are being conducted as planned or not.
5. In the progress section, you only need to input data in “I. Summary of activities conducted during the quarter.” Into this section, copy and paste the narrative submitted in the first quarterly report. If your narrative is longer than 8000 characters, you do not need to edit the response; instead, input “hard copy narrative submitted to the Chancellor’s Office.”
Note: For future reports, you will need to submit a narrative for the parts one and two: the summary and the reasons for lack of progress; if you would like to do this for the first quarterly report, you can, but it is not required.
6. Select Save/Update.
7.The CBO verifies the data is accurate and certifies the application budget.
8.The grant monitor at the Chancellor’s Office verifies the data matches the college’s first quarterly report and approves the report as entered.
Figure 5—Expenditure Section (for Bakersfield College)
Figure 6—Progress Section (for Bakersfield College) Note: The Certify button may not appear if the password you enter is for data entry mode only.
Input your second quarterly report by following these steps*:
1. From the Home Screen, select Rpt Period 2 and then select Enter/Edit Data.
2. Once the form appears, enter your expenditures for the quarter in the Expenditure column. Use theMouse or Tab key tomove from cell tocell.
3. Select whether your activities are being conducted as planned or not.
4. In Part I, input a narrative thatsummarizesthe activities conducted during the quarter.
5. In Part II, input a narrative that provides reasons for any lack of progress towards attainment of program improvements. If there is nothing to input here, simply input “progress is being made towards attainment of program improvements.”
6. Select Save/Update.
7.The CBO verifies the data is accurate and certifies the application budget.
8.The grant monitor at the Chancellor’s Office reviews and approves the report as submitted.
*If you already submitted your second quarterly report to the Chancellor’s Office, follow the steps listed on the previous page for inputting the first quarterly report. You may need to edit the narrative to fit the 8000-character limit, and you will need to submit answers for both Part I and Part II of the progress section.
Inputtingsubsequent quarterly reports:
Follow the same steps for inputting the second quarterly report, but you need to select the appropriate reporting period.
Certifying the Report
Type the document title / 1To certify the report, follow the steps below:
1. Log on to the system.
2. Select Application Budget or the appropriate reporting period.
3. Select the certifybutton atthe bottom ofthe page.
4.Once the certifybutton is selected, the Certificationscreen (Figure 7) appears. Review (or update) the information presented foraccuracy.
5.If the data is accurate, select the check box nexttothe certification paragraph toagree tothe certification.
6.Select the “Submit” button tocertifyor the “Cancel” button togo back tothe Home Screen.
Warning: Once a submission is certified, thedata cannot be edited. Ifchanges or updates are required aftercertification,contact Jo Glenn, the grant monitor, atthe Chancellor’s Office.
Figure 7—Certification Screen
ViewDataOption
You can view your data at any time by following these steps:
1.Once you have logged on, select the appropriate Program Yearand Quarter.
2.Select the “View Data” button.
3.Once the form appears,the report can be viewed or printed. Scroll down toview the narrative entries fortheselected quarter. The cancel button returns the user tothe previous selectionscreen.
Printinga Copy of the Report
Once your data has been inputted, and the report has been certified and approved, you need to print a copy and send it to Jo Glenn at the Chancellor’s Office.
Toprint the document, follow the steps below:
1.Logon tothe system.
2.Select the appropriate reporting period.
3.Select the “View Data” button.
4.Once the report appears, select the “Send toPrinter” button.
We advise you tokeep a copy of the approved report in your local audit file once you have received the approval email.
Budget Change Request
Budget Change requests are required if you addor remove a budget category from those listed in your application budget, or when budget changes materially affect the outcomes of the grant. Grant monitor approval is required prior to expenditures in any added categories. See the grant Legal Article I, Budget Change section for more information.
Submit a budget change request by following these steps:
1.Logon to the system.
2.At the Home Screen, select Budget Change.
3. Select Continue to proceed past the budget change request instructions page.
Note: There are two errors on this information page. You do not need to submit a change request for out-of-state travel, and the system will automatically send an email to Jo Glenn, the grant monitor at the Chancellor’s Office(not the CTE unit project monitor).
4.Once the Budget Request appears (see Figure *), enter the new budget being requested for approval.
5. Provide an explanation of why the change is being requested
6. Select Save/Update to save your changes.
7. CBO reviews and certifies the request (see the previous page for instructions on certifying).
Figure 8—Budget Request Screen
When a budget change is completed and the certifybutton is pressed, an email is automatically sent tothe grant monitor at the Chancellor’s Office as notification ofthe request. Approval will be time stamped when the monitor approves the request.
Note: If you are adding a budget line item, you must receive approval for this change before accumulating expenditures for that line item.
Once the grant monitor approves the budget change, an email will be generated automatically toall email accounts in the district profile notifying them ofthe approved budget change.
Budget Changes are effective once approved, so budgetchanges can only affectthe next quarter report forthe period when the request is approved. BudgetChanges CANNOTbeapproved inarrears.
Type the document title / 1